Overview:
We’re excited to announce a major update to the KAISPE Vendor Portal — full support for Multiple Legal Entities. This upgrade finally solves a major pain point for large organizations where each business unit follows different currencies, tax rules, approval chains, and compliance requirements. Now, every entity operates with its own workflows, documents, and communication paths, reducing errors and eliminating manual checks.
Along with this, vendor onboarding has been redesigned to provide clearer sections, better data quality, and faster reviews. The release also adds enhanced vendor tiers, multi-stage approvals, multilingual support, automated compliance requests, improved vendor profiles, and stronger document and contract management.Overall, these enhancements make procurement smoother, more accurate, and easier to scale — helping both retailers and vendors work faster, stay compliant, and collaborate with far less friction.
Meet the New Vendor Portal: Built for Complex, Multi-Entity Procurement
1- Legal Entities — A Complete Multi-Entity Framework
Modern organizations rarely operate under a single legal structure. Multiple entities, regional offices, tax jurisdictions, and procurement policies create complexities that traditional vendor portals fail to manage.
KAISPE’ s new Legal Entities Framework brings enterprise-level structure, compliance, and control to multi-entity procurement operations.
What This Feature Delivers
Entity-Specific Procurement Rules
Each legal entity now has its own operational parameters, allowing your teams to define:
- Preferred currency
- Payment terms
- Payment methods
- Compliance requirements
- Documentation rules
- Approval flows
- Default contacts and routing pathways
This ensures procurement happens exactly according to the rules of the entity executing the transaction, eliminating cross-entity confusion and maintaining clean financial governance.
Separate Transactional Workflows by Entity
Every procurement document — RFQs, Quotations, GRNs, POs, Invoices — can now follow a different workflow based on the entity.
This allows:
- Entity-level approval chains
- Localized documentation
- Entity-wise compliance validations
- Correct tax and jurisdiction alignment
Your teams no longer need workarounds or manual checks; the portal enforces the correct process automatically.
Entity-Based Contact & Communication Management
Assign internal and vendor contacts to specific entities.
This ensures that each vendor interacts with the right team for the right business unit or region, reducing delays, miscommunication, and compliance errors.
Entity-Level Compliance & Document Control
Each entity can now define its own compliance documentation — certificates, licenses, industry approvals, tax forms, safety records, etc.
This is critical for organizations where:
- Each country requires different compliance
- Local regulations differ
- Vendor assessments vary by market segment
- Audit trails must match entity-wise rules
Why This Matters
Your vendor portal now mirrors the real structure of your business, not a simplified version of it.
It’s built for groups, multi-nationals, conglomerates, holding companies, and organizations with different operational divisions — each needing independence without losing central oversight.
Redesigned Vendor Self-Service Onboarding
Vendor onboarding is the first impression of your procurement process.
We rebuilt the entire onboarding experience to make it structured, organized, and aligned with how procurement teams actually evaluate vendors.
Key Improvements
Clear Data Separation
The onboarding form is now divided into meaningful sections:
- User Information
- Vendor Profile
- Organizational Details
- Preference Contacts
This ensures vendors know exactly what is required and helps your team review information quickly and accurately.
Better Data Quality from Vendors
Vendors submit complete, structured information that aligns with compliance standards, contract rules, and approval workflows.
Organizational vs Vendor Details
Separate fields for company-level details and procurement-level details ensure no mixing of information — improving accuracy and reducing rework.
Enhanced Vendor Tiers & Multi-Stage Approval Onboarding
Vendor qualification is not “one-size-fits-all.”
Our updated Vendor Tiering Framework lets you define different onboarding paths based on risk, spend category, industry, or internal policy.
What’s New
- Tier-specific documentation requirements
- Tier-based approval routing
- Multi-level review stages (1, 2, 3… up to however many you define)
- Ability to assign entity-specific rules per tier
This helps procurement teams onboard suppliers with the right level of scrutiny — whether low-risk suppliers or high-value strategic vendors.
- Multiple Vendor Contacts — Realistic Supplier Communication
A vendor relationship involves many roles — sales, finance, operations, legal, logistics.
Vendors can now add multiple contacts under structured categories:
- Primary contact
- Secondary contact
- Additional department contacts (Finance, Logistics, Sales, Compliance, etc.)
This ensures communication always goes to the right person, reducing follow-ups, delays, and missed updates.
Third-Party Reviewer – Entity-Specific Configuration
Many organizations rely on external bodies (inspection agencies, auditors, legal reviewers, consultants) to validate vendors.
What’s New
Entity-Level Third Party Mapping
Define where third-party review is required and where it is not — per entity.
Automated Routing to Third-Party Reviewers
When vendor information or compliance documents require inspection, the system automatically sends tasks to the appropriate reviewer.
Flexible Review Structures
- Mandatory or optional reviews
- Reviewer-by-entity assignment
- Full audit trail of review decisions
- Reviewer comments stored for compliance
This ensures the right experts are involved without slowing down the process.
6- Automated Requests for Compliance, Documentation & Clarifications
Stop chasing vendors manually.
The portal now automates requests for:
- Missing documents
- Compliance forms
- Additional information
- Corrections
- Clarifications
- Re-submissions
Requests are delivered through structured, guided forms so vendors understand exactly what is required before resubmitting.
This creates a smooth and consistent path toward vendor approval.
“Pre-Vendor” Role — Early Evaluation Without Full Access
The new Pre-Vendor role allows your organization to collect essential details from potential suppliers before they gain full portal access.
Use Cases
- Preliminary qualification
- Early-stage sourcing
- Basic vendor screening
- External contacts providing initial information
This helps you evaluate vendors earlier, validate them faster, and only allow serious candidates into the full onboarding pipeline.
Multi-Language Expansion & Localized Experiences
To better support global supplier networks, the portal now includes additional languages such as:
- Arabic
- Spanish
- German
- Other widely used business languages
Each entity can define its own default language, while users (internal and vendor-side) can switch languages individually. This ensures smoother adoption across regions and improves clarity in transactions.
Vendor Profile — A More Complete & Aligned Management Experience
The Vendor Profile has been enhanced to give procurement teams a clearer, more accurate view of each supplier.
Improvements Include
- Cleaner layout
- Better structured sections
- Improved compliance information
- Stronger alignment with procurement workflows
- Clearer separation of operational vs legal vs financial details
This ensures every vendor record becomes a reliable information source across sourcing, procurement, finance, and audit teams.
Contract Management Enhancements
Contracts, agreements, and legal documents can now be uploaded and stored directly in the vendor’s contract profile.
Key Benefits
- Central repository of all agreements
- Entity-level contracts
- Contract history and renewal tracking
- Secure file management
Teams gain full visibility and control over commercial obligations.
- Document Uploads Across RFQ, Quotations & Invoices
Procurement activities often require supporting documentation — specifications, drawings, certifications, proofs, etc.
New Capabilities
- Vendors can upload documents while submitting RFQs, quotations, and invoices.
- Buyers can request additional files directly.
- Vendors can provide alternative items during quotation submission for flexibility and negotiation.
Supplier Invitations & Bulk Vendor Import
To scale your vendor base efficiently, you can now:
- Send direct invitations to suppliers from the portal
- Import vendor lists using an Excel template
- Add suppliers manually
This supports both large-scale onboarding and targeted supplier recruitment.
Conclusion
With this major release, the KAISPE Vendor Portal becomes a far more powerful, structured, and enterprise-ready solution. By introducing Multiple Legal Entities, redesigned onboarding, smarter approvals, multilingual support, and deeper compliance automation, the platform now solves the real-world challenges of modern procurement teams. These upgrades not only reduce manual work but also improve accuracy, strengthen governance, and create a smoother experience for vendors across regions and categories.
As organizations continue to scale, these enhancements ensure your procurement operations stay organized, transparent, and future-ready. If you’re looking to modernize vendor management with a smarter, more connected system, now is the perfect time to explore the new Vendor Portal.
